Administrative Assistant (Roster)

CROSS-DIVISIONAL

  • Organization: IMO - International Maritime Organization
  • Location: CROSS-DIVISIONAL
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2025-12-31

Title: Administrative Assistant (Roster)

Vacancy Reference: STA 25-01 (roster)

Location: CROSS-DIVISIONAL

Contract Type: Temporary

Contract Hours: Temporary

Role: Temporary

Salary:

£2,689 net per calendar month (free of income tax in the UK).

Date of Issue: 24/01/2025

Deadline for Applications: 31/12/2025

Purpose for the Post

IMO is seeking to engage a number of temporary employees to provide full-time operational and administrative support to several functional areas of the Organization throughout the year.

Main Duties and Responsibilities

  1. Provide integrative and adaptive coordination support, including the day-to-day operational and contractual matters, implementation and assessment of progress of tasks.
  2. Prepare and update meeting documents; correspondence, meeting files; draft reports and briefs; including the preparation of tables, graphs, spreadsheets and presentations.
  3. Support IMO working/drafting groups during meetings, as required.
  4. Proofread and monitor quality and uniformity of correspondence and where necessary edit all correspondence, documentation and reports to ensure an excellent standard is met, in conformity with established IMO practices.
  5. Assist in the coordination of meetings and events at IMO Headquarters or virtual meetings (via Teams or Zoom), as appropriate, ensuring internal logistical processes are followed.
  6. Communicate with participants; disseminate meeting information and materials in consultation with the line managers in the relevant Section.  Liaise with focal points and sub‑contractors in the field, as required.
  7. Assist in monitoring the execution of budget (control of procurement aspects of the various contracts) and manage all procurement aspects including the preparation and control of the budget. Produce statistical reports and statistics in Excel.
  8. Prepare purchase requisitions and framework requisitions, as well as goods receipt on delivery of purchased services or goods. Process trips by coordinating travel and visa arrangements, in consultation with the line manager and internal or external stakeholders on related matters such as accommodation, security clearance, meet and greet, etc.
  9. Organize databases and maintain the electronic filing system on SharePoint.
  10. Maintain the diary and advise the line manager of all forthcoming meetings, commitments and appointments providing well-researched files with relevant background information.
  11. Maintain and update webpages on the IMO public and intranet website.
  12. Perform any other related duties within the relevant Section and cover for other administrative staff, as may be required.

Required Competencies

  1. Solid organisational and analytical skills.
  2. Ability to prioritise tasks, manage time efficiently to meet deadlines.
  3. Thoroughness and meticulous attention to detail, ensuring accuracy of output.
  4. Sense of initiative and capacity to work under minimal supervision.
  5. Ability to adapt to a broad range of tasks and work under pressure to tight deadlines or at short notice.
  6. Ability to work harmoniously, build and maintain effective working relationships with staff at all levels in a multicultural team.
  7. Ability to maintain confidentiality and to deal with all situations and interactions tactfully.

Professional Experience

At least four years’ experience in relevant secretarial roles or administrative support functions (a related university degree may be considered as 2 years' experience). Experience within an international organization would be an advantage.

Education

Secondary education or equivalent to university entrance standard. Relevant qualification or training would be an advantage.

Language Skills

Proficient in English, both written and oral. Working knowledge of any other official UN language would be an advantage.

Other Skills

Proficiency in Microsoft Office Suite applications is required. Excellent numerical, proofreading skills and drafting capability. Working knowledge of SharePoint and Enterprise Resource Planning (ERP) systems such as SAP or similar platforms would be an added advantage. 

Please upload an ANONYMISED CV to support your application. Your application will be disqualified if your name or contact details appear on the CV or the file name.


Contract Information

IMO temporary contracts are limited to a period of up to 1 year.  Contracts are issued on a quarterly basis subject to funding, role requirements and performance.  Hybrid working arrangements are available. There will be no expectation of conversion of employment to another type of contract.

Our temporary positions are only open to candidates with right to work in the UK. Please check your right to work before applying to this role.

Please note that candidates are expected to be immediately available or have a short-notice period.


We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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